Conference Housing Guide
W
elcome to Conference Services at the University of Houston! Our team is excited that
you are considering the UH campus as your conference site. We have a beautiful
campus and would enjoy the opportunity to be your host. Our summer conference
season runs between late May and early August. Campus accommodations offer lower
rates than the average hotel and afford guests the opportunity to take advantage of a
large metropolitan university. Each summer, our staff serves 10,000 guests of all ages
and from around the world in our residential facilities. Our goal is for each group to have a positive
experience and each conference to be a huge success. We encourage all new and returning group
organizers to read through the information within this guide and consider our policies as you begin
the planning process. Please don’t hesitate to contact a member of our team if questions arise.
Planning Considerations
CONFERENCE HOUSING RESERVATION
All groups interested in booking a stay at the University of Houston
must complete the conference reservation form. Reservations are accepted on a continual basis and are based on availability, so a prompt
submission is encouraged. Once the completed conference reservation form is received, a staff member will provide an estimated cost of
all services. Once the estimate is approved, a contract will be drafted.
All reservations are still pending until a signed contract is received.
Cougar Village I
GUEST HOUSING AGREEMENT/CONTRACT
Once the guest housing agreement/contract is received, please review and have the appropriate representative sign
under “GROUP” on page 5 and return it to: University of Houston, Student Housing & Residential Life Conference
Services, 4373 Cougar Village Dr., Suite 121, Houston, TX 77204-3018, or email it to campstay@uh.edu. Both the guest
housing agreement and deposit are due 30 business days prior to arrival date. Failure to return a signed form within
30 business days may result in cancellation. The deposit is 50 percent of all estimated fees.
LIABILITY INSURANCE
All groups must provide proof of liability insurance within 15 days prior to arrival. A certificate of insurance that lists
the University of Houston as an additional insured is required before your group will be allowed to check in. Please
see section 4.d. of the guest housing agreement for more information.
GROUPS WITH MINORS
In order to remain compliant with Texas Education Code § 51.976, all individuals who will have contact with minors
during campus programs must complete specific training on preventing sexual abuse and child molestation. The
pur­pose of this policy is to comply not only with the minimum legal requirements, but to also ensure all campus
programs for minors are conducted in a manner that is as safe as possible. Within 15 days prior to arriving at the
University of Houston, all groups with minor participants must provide documentation that each individual working
or volunteering has com­pleted the state-mandated sexual abuse and child molestation training through the Texas
Department of State Health Services (TDSHS). Please visit the conference service website for detailed instructions.
Conference Housing Guide
MEALS
Several meal options are available to accommodate a variety of schedules. Fresh Food Company is an on-campus, all-youcare-to-eat facility that caters to many tastes and dietary needs. Many of our groups choose this option due to cost and
convenience. For groups planning special events, trips offsite or those who prefer a grab-and-go option, Catering on Cullen
is always an option. Please visit the website for a full catering menu.
CAMPUS PARKING
All cars parked on campus must display a University-issued parking permit. Reservations for parking permits must
be reserved two weeks prior to arrival since requests for same-day parking cannot be guaranteed. Parking lots nearest
the residence halls are 4A and 9C on the attached map. If guests choose, they can park at the Welcome Center Garage
for a daily fee.
ONSITE COORDINATOR
Each group will be assigned an onsite coordinator who will make contact to answer all questions at least two weeks
prior to arrival. The coordinator will discuss the check-in and checkout procedures, room roster, policies and answer
any other question. In addition, the onsite coordinator will schedule a meeting on the day you arrive on campus to
walk through your entire event to ensure all details are clear. Group leaders are asked to maintain open lines of
communication prior to and during time on campus.
SHIPPING ADDRESS
Any materials for the conference/camp (not participants) needing to be shipped prior to a group’s arrival or overnight
deliveries during the conference may be shipped to Cougar Village 2, regardless of where the group is staying. Package pick-up is limited to the hours of 7 a.m. to 7 p.m. Monday through Friday. It is important to note that the University of Houston cannot accept packages addressed to individual participants.
University of Houston
Student Housing & Residential Life
Cougar Village 2
4373 Cougar Village Drive
Houston, Texas 77204
Attention: Onsite Coordinator/Group’s Name
If many or large items will be shipped, it is imperative that the shipment is delivered on a truck that has a lift gate
and the driver can unload. Assistance from our facilities staff will incur additional charges that may be passed on to
the conference group. Please be sure to inform your onsite coordinator of all anticipated shipments.
UNIVERSITY OF HOUSTON CAMPUS RECREATION AND WELLNESS CENTER
The Campus Recreation and Wellness Center is available for rental if groups would like to schedule leisure time for
participants. For a daily rate, guests can use the climbing wall, indoor and outdoor natatoriums, exercise equipment
and multi-use courts.
AIRPORT
The city of Houston has two airports that conference participants might use: William P. Hobby Airport and Bush
Intercontinental Airport.
• William P. Hobby Airport (HOU) is the closest airport to the UH campus and is approximately eight miles
and 16 minutes away. • Bush Intercontinental Airport (IAH) is approximately 24 miles and 29 minutes from campus. Conference Housing Guide
LINEN PACKETS (OPTIONAL)
Some groups may opt to rent a linen packet for all or select guests. If groups request them in advance, all assigned rooms will include a linen packet upon arrival.
Items contained in a linen packet include a blanket, pillow, flat and fitted sheet, pillow case, small towel and large towel. For an additional fee, groups can exchange
linen during a two-hour window on a designated day.
SPECIAL SETUPS/EQUIPMENT Will your group need a setup with tables and chairs for check-in or checkout? If
so, please list this on the conference reservation form or let us know at least two
weeks before the group’s arrival date.
While On Campus
OUTDOOR SPACES
Outdoor space reservations are also available upon request. As with indoor spaces, prices and locations vary depending on
group needs. An estimate will be provided on the guest housing agreement/contract. Availability is limited and same day
requests cannot be guaranteed. All groups are encouraged to notify Conference Services staff of any needs in advance.
CLASSROOM/MEETING ROOMS/LOUNGE SPACES
Meeting rooms are also available upon request. Prices and locations vary depending on group needs. An estimate
will be provided on the guest housing agreement/contract. Classroom requests must be submitted on the conference reservation form. Unfortunately, Conference Services cannot guarantee same day requests. Lounge spaces
within the residence halls cannot be reserved and are available for use by any conference guest.
RESIDENCE HALL OCCUPANCY
ur conference facilities are utilized by a diverse group of guests. On any given day, our residence halls could host
O
athletic camps, academic camps and religious groups all in the same building. We ask that all guests be mindful of noise
levels when using lounge spaces.
PARKING
Visitor parking around the residence halls is scarce so guests are asked to be mindful of this when arriving to campus. Parents not participating in the conference may utilize 20-minute loading and unloading zones as well as any
available metered parking. Parking is available in the Welcome Center Garage for a daily fee. The areas around the
residence halls are designated fire lanes and parked cars are subject to towing at the owner’s expense.
STAFF PRESENCE
Trained staff will be able to assist in the event of an emergency or general guest concerns. A 24-hour front desk is
maintained in all buildings assigned to conference guests. Common needs handled by the front desk include guests
becoming locked out, unexpected maintenance issues as well as campus directions. In addition to desk operations,
security guards patrol the first floor and exterior of the buildings while conference staff perform rounds of the entire
building twice per evening.
INTERNET ACCESS
All rooms and lobbies have wireless access. There is no login needed. The University of Houston offers a public, open
Wi-Fi network that provides access to campus resources and the internet. Although a login is not required, all users
are required to affirm the acceptable use policy.
KEYS
Keys are issued to individual guests upon check in and must be returned the day the guest checks out. Failure to
return key on the day of checkout or reporting that a key is lost will result in a charge of $200. If a guest checks out
early, failure to return the key on the day of checkout will also result in a room charge for the entire contracted period. Conference Services recommends that each group verifies missing keys at checkout with the onsite coordinator.
Conference Housing Guide
BUILDING ACCESS
Conference guest cards are issued for each participant that allow
access to the building for Cougar Village 1 and access to the building
and room for Cougar Village 2. Groups are responsible for determing
how to issue their conference guest cards to minor participants.
FOR YOUR CONVENIENCE
• Multiple trash rooms are located on each floor. Look for the signs.
• Vending machines are located in each building on the ground floor.
• Laundry facilities are located in each building on the ground floor.
There is no additional fee to use the laundry facilities but guests
must have their own washing detergent. All guests are required to
remain in the laundry room while utilizing this amenity.
Room in Cougar Village I & II
• TV remotes can be checked out at the front desk. There is a $50 charge for all
unreturned TV remotes.
• If a guest loses any item within the residence halls, contact the front desk staff for assistance. Items are kept for
30 days after the group leaves.
After Your Event
INVOICE
Conference Services will send a final invoice to groups after
receiving a checkout report from the onsite coordinator. Within
two week of departure, an itemized invoice including all charges
for overnight rooms, meeting spaces, meals, parking and damages will be sent via email. It is recommended that, when possible,
onsite coordinators from conference services and visiting groups
meet to discuss anticipated fees. Lastly, included in the same
email will be a short survey aimed at improving overall operations and services. Please help us by completing it.
Students dining at Fresh Food Company
PAYMENT
Payment is due no later than 30 days after the group has received final invoice. Late penalties may apply if final
payment is not received on time.
TIMELINE
• 6 months prior to arrival: Submit a conference reservation booking form found on pages 8-10.
• 3 months prior to arrival: Guest Housing Agreement is sent. No changes can be made to the contract after April 1.
• 30 days prior to arrival: 50 percent deposit is due. Deadline to confirm minimum number of guests
• 15 days prior to arrival: Final room roster is due, parking decals, certificate of liability insurance submission date,
TXSHS Child Molestation Training verification due, onsite coordinator contacts group leaders
• Within 2 weeks of campus departure: Final invoice is sent
• Within 30 days from invoice date: Final balance is due
Conference Policies
All guests are expected to comply with the following guidelines for a safe visit.
USEFUL NUMBERS
Area Service Desk 832-842-6020 Cougar Village 1
713-743-6432 Cougar Village 2
The desks are staffed 24/7 with knowledgeable staff who can assist you.
UH POLICE DEPARTMENT
713-743-3333
911
In the event of an emergency, call either of these numbers.
SAFETY AND SECURITY
All guests play a vital role in maintaining the safety and security
of everyone residing on campus. The exterior doors are locked and
only accessible by those who have an access card. If a door is found
to be inoperable, please report it immediately to the front desk. For
the safety of all occupants, please follow these general guidelines:
• Never leave the exterior doors propped open and left unattended.
• Do not let any unknown persons into the building.
• Always keep suite and bedrooms doors locked, even if away for a
moment.
• Do not leave valuables unattended.
• Inform UHPD of any suspicious people or activities.
Student lounge in Cougar Village II
EMERGENCY PROCEDURES
If at any time severe weather threatens the Houston area, be diligent in listening to warnings and following instructions. All guests are encouraged to sign up for the University’s text alert system. Instructions are at the front desk of
each residence hall.
FIREARMS
Senate Bill No. 11, also known as the “campus carry” law, allows persons with a state-mandated concealed handgun
license (CHL) to carry a concealed handgun in certain areas on campus so long as the area has not been designated
by the University as an exclusion zone. ALL summer conference housing facilities are designated exclusion zones and
therefore firearms are not permitted. Any person found in possession of a firearm anywhere within an exclusion zone
on the University of Houston campus will be in violation of the guest housing agreement and Texas Penal Code, and
criminal charges will be brought against the violator.
GROUP BEHAVIOR
Conference Services expects all guests to be mindful that the facilities are used by many other guests with varying
schedules. As such, proper decorum should be used at all times. Conference Services reserves the right to ask any
participant to leave without providing a refund to the group for reasons including but not limited to: possession of firearms, intentional or malicious damage to property, harassment, assault, use of illegal substances or use of alcohol by
minors. Any illegal activity will be reported to the UH Police Department. The contracted group will be held responsible
for the cost of repairs for any damages or cleaning charges associated with guests’ behavior.
ALCOHOL
Summer conferences house guests of all ages and as such the common areas should be an appropriate space for all
guests to utilize. While alcohol consumption is permitted, all laws are applicable while on campus. Alcohol consumption by persons under the age of 21 is strictly prohibited. Those who are of legal age must consume beverages in
moderation, in private suite areas only and are limited to one open container per person of legal age present. Devices
or games intended for the rapid consumption of alcoholic beverages are prohibited.
Conference Policies
SUPERVISION
All participants under the age of 18 must be accompanied by an adult chaperone/advisor from the
conference at all times. This includes all “free time.” To ensure the personal safety of the participants,
the University requires a minimum of one counselor for every 12 youth participants.
FIRE ALARMS
Evacuation during fire alarms is mandatory. Guests are required to exit the building during a fire alarm or other emergency evacuation. Chaperones of children under the age of 18 are responsible for the evacuation and accountability of
minors. Conference staff will not enter and evacuate each room. Guests must follow and comply with all posted fire and
safety signs. In the event of a fire alarm, the elevators must not be used. All guests are to remain 20 feet away from the
building until notified by emergency personnel that the building is safe for re-entry.
HURRICANE PREPAREDNESS
The University of Houston is vulnerable to impacts from tropical storms and hurricanes. Summer conferences coincide
with hurricane season so it is imperative to have a plan whenever adverse weather conditions become a threat to
group safety. Depending on conditions, groups may be asked to shelter in place or evacuate. Onsite coordinators will
work closely with each group to determine a plan of action that is safe for all participants.
GUEST ACCESS CARDS AND KEYS
Upon check-in, each guest is issued a guest access card that provides access to the building. Guests staying
in Cougar Village 2 will use this same card for access to their suite and bedroom. Guests staying in Cougar
Village 1 will also be issued a key that provides access to their suite and bedroom. Along with access, these
cards allow guests to obtain pre-arranged meals in the dining hall. If a guest loses an access card, the front
desk should be informed immediately so that the lost card can be disabled and a new card issued. Guests
are responsible for returning issued keys during the designated checkout times. The group will incur all
charges for lost keys.
FACILITY USAGE
Guests are assigned to a suite/bedroom prior to check-in. If there are any maintenance concerns, please report them
to the front desk. Additional toilet paper and trash bags are available upon request. It is suggested that camp leadership staff visually inspect all rooms prior to check-in and upon departure to ensure rooms are not left damaged.
Groups wishing to decorate any area of the facility used by them are permitted to do so as long as printed materials
and decorations are adhered only with painters tape or adhesive putty. Materials may not be nailed, tacked, stapled or
otherwise fastened to any surface within the residence halls. Decorations may not block exit doors, exit signs, sprinklers or extinguishers. All décor must be removed prior to checkout.
For more information on Student Housing & Residential Life policies, please review the Student Code of Conduct and
Housing Resource Guide.
LINEN PACKETS
Linens are provided to contracted groups who request them in advance. Additional blankets can
be obtained by visiting the front desk in each area. Upon checkout, all guests are required to sort
and deposit their linens in the collection areas on each floor.
Conference Policies
COOKING AND FOOD STORAGE
Cooking is allowed in common area kitchens on each floor. Pots, pans and cooking utensils are not provided. The use of
hot plates, toasters, grills or other similar appliances is strictly prohibited. The usage of refrigerators in individual rooms
is encouraged. Guests are expected to clean up any spills before checkout. Any food left in the common area kitchens
is left at the guests own risk. Items not labeled will be discarded daily.
OPEN FLAME
No open flames are permitted in the residence halls. This includes, but is not limited to, candles, incense, smoking, and
the burning of any materials or other flame-emitting articles. Prior approval must be obtained from the Conference
Services staff if this policy is incongruent with your religious, cultural or spiritual beliefs.
STREET EQUIPMENT
For safety reasons, skateboards, rollerblades, hoverboards, motorized scooters and skates are prohibited in the
residence halls and the exterior areas of the buildings. Bikes are not allowed in the halls but may be parked in the
bike racks outside of each building.
ANIMALS
Animals are not allowed in residence halls unless aiding a person with a disability.
AMENITIES
Each residential area is equipped with televisions that may be used by guests over the
age of 18. A valid ID is needed for checking out a remote control. Guests wishing to use
the laundry facilities are permitted to do so. Please adhere to all posted guidelines. Detergent is not provided.
TRASH AND RECYCLING
Guests are expected to utilize the trash cans and bags provided in their room as well as
the trash rooms on each floor. Please help in our sustainability efforts and recycle using
containers provided on each floor.
TOBACCO-FREE
CAMPUS
TOBACCO-FREE CAMPUS
The University of Houston is a tobacco-free campus. The use of all tobacco products is prohibited
in University buildings and on University grounds, including parking areas, sidewalks, walkways,
University-affiliated parking facilities and University-owned buildings.
Still have questions? Please contact Mackenzie Wysong, assistant director, at
Mwysong@uh.edu 713-743-6007 or Regina Nixon, program coordinator, at
RNixon@uh.edu 713-743-6013
Cougar Place
Route to Cougar Village I
Exit route
Drop-off location
Entrance route
Parking
Conference Facilities
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